Example of Message to the Therapist:

Dear (Therapist’s Name), 

I am looking for a therapist for a pregnant mom who is experiencing anxiety. She has Cigna insurance and is interested in working with a therapist. She lives in Florida. Do you still have any openings, and do you still take Cigna insurance? 

Thank you so much, 

(Your Name) 

• Remember: do not use any personal, identifiable information such as the mom’s name, unless she gives you permission. 

• If the therapist responds “yes,” inform them that their information will be shared with the mom. 

COMING SOON! In the near future, Mammha will have its own therapists. Helping a mom connect with a therapist will be even easier. You will have access to the therapist's schedule and can assist the mom book her first session. 

Giving the Therapist’s Information Back to Mom

• Inform Mom 

Example of Message Back to Mom:

“I have great news! I have heard back from the therapist. Here is her phone number (include the contact number). Here is her website (include the therapist’s website, if applicable) She specializes in working with moms (if this is true) and/or (trauma) (or whichever topic this mom needs most). She has openings and accepts your insurance. You can reach out to schedule your first session.”

• Always let her know you will be checking in on her to make sure it is a good match.

Message You Will Be Checking Back In:

“ I will check back with you to see if it is a good match. If it is not, I will help you find a better match. I’m here for you.” 

Follow Up with Mom about Making First Session with the Therapist - first time after therapist’s information is sent:

A Care Coordinator is there to ensure that mom gets her first appointment with the therapist. 

• Always check back in the day after mom is given the therapist's contact information. 

Message Checking Back on First Therapist Contact:

“Good Morning/Afternoon (Name of Mom), I wanted to check in to see if you were able to reach (Name of Therapist). Were you able to reach her?”

• This message will determine if mom initiated contact, and if the therapist has responded to her.

• There are situations when the mom has not reached out yet, and that is ok. It is a nice, gentle nudge for her. The majority of the time, she will inform the Care Coordinator when she plans to call. 

• At this point, offer, if she is interested, to reach out to the therapist to share her information. Inform her that this can help take something off her plate, and you can reach out on her behalf. A Care Coordinator must first ask for permission to share her contact information. 

Message About Reaching Out To Therapist for Her:

“Would you like me to reach back out to the therapist to share your contact information? This way I can help take something off your plate. I know your hands are so full right now.”

If mom says she called and left a message but has not heard back: 

• There will be times when the therapist does not return the mom’s call. If this is the case, this is where the Care Coordinator plays a pivotal role in closing this gap. (This is your rock star moment! It is where most women slip through the gaps, but not on your watch!) 

• If mom did reach out to the therapist and is still waiting to hear back, let her know you will contact the therapist to inform them that the mom is still very interested in working with her (the therapist), and she is waiting to hear back. 

• Ask if it is ok to share mom’s contact information with the therapist at this point.

• If mom says yes, share the mom’s name and phone number with the therapist. 

• If the mom says she prefers not to share her contact information, then communicate with the therapist that there is a mom who recently called and left a message. Stress that this mom would like a return call as soon as possible.

  • Most moms say it is ok to share their information at this point, because they have already shared their information with the therapist either through email or voicemail.  

Follow-Up Phone Call or Email Message To Therapist with Mom's Permission to Share Contact Information:

Hi (Name of Therapist), I spoke with (Name of Mom) and she wanted me to share her phone number with you. It is (phone number). She would love to work with you. She gave me permission to share her information.”

• If you communicate with the therapist on the phone, or via email,you will likely receive a response such as:  “I will reach out to her today.”

• After this exchange, communicate with mom to let her know you heard back from the therapist, and they said they will be calling her today. 

• Make sure to check in to see if the therapist called.

• If the therapist still has not responded, inform the mom that you will look for a new therapist ASAP, and never reach out to that therapist again.  

Follow-Up Phone Call or Email Message To Therapist With No Identifiable Information:

Hi (Name of Therapist), The mom mentioned to you before said she tried to contact you yesterday, but has not heard anything back yet. I am just following up. She would really love to work with you.”

• If There is a Long Wait for First Session:

  • We do not want her waiting too long. An appointment available 3 weeks out is not ideal. The sooner, the better. 

• If the therapist says that their first appointment is in 3 weeks, it may be best to look for another therapist, if mom really needs to see someone sooner.  Keep that appointment and look for another therapist, unless she really wants to work with this particular therapist. Be sure to offer her extra support over the next couple of weeks, and set her up with some support groups. 

Follow-Up on Therapist After Her First Session 

• This follow-up determines how that first session went. It also sends the message that you are actively following up. If mom feels like this therapist is not a great match, she will be more comfortable letting her Care Coordinator know. 

Follow Up Message To Mom:

“I am just following up. How was the first session?”

• Moms should give it at least 2 sessions, but sometimes they know right away if it was not a good match.

• If it was not a good match, work to find her another therapist. 

• If the session went well, continue to check in on her to make sure it is still good. 

Follow-Up Message To Mom’s Response on First Therapy Session (if it was OK): 

“I’m glad you were able to get that first session in. When is your next session? Just know, I will continue to make sure it’s a good fit and don’t hesitate to reach out if you think you would like to work with someone else. That is what I’m here for.”